Job Title: Administrative Coordinator
Organization: Papahānaumokuākea Marine Debris Project (PMDP)
Location: Kailua (Oʻahu), Hawaiʻi – must be available in-person
Monthly Salary: Pay commensurate with experience
***NOTE: Applications must include a cover letter, resume, and three references to be considered complete. Incomplete applications will not be considered.
Summary of Position:
IBSS is seeking one (1), part-time (50% FTE) Administrative Coordinator to support the Papahānaumokuākea Marine Debris Project's (PMDP) (www.pmdphawaii.org) administrative role in its mission to protect the remote islands and atolls of the Northwestern Hawaiian Islands within the Papahānaumokuākea Marine National Monument (PMNM) from the threats of marine debris. This part-time position (20 hours per week) includes full benefits, and is required to primarily report in-person at PMDP headquarters in Kailua, ʻOahu, Hawaiʻi.
The Administrative Coordinator plays a crucial role in managing and coordinating administrative activities within PMDP, a U.S. 501c3 non-profit organization. The role encompasses overseeing diverse aspects such as bookkeeping, grant budgeting, reporting, communications and writing, office operations, donor relations, logistics, secretarial duties, office management, contracts, and more. The Administrative Coordinator ensures the smooth flow of administrative work, compliance with regulations, and will effectively support all aspects of the organizations operations, contributing to the organization's mission and objectives.
Summary of Duties and Responsibilities:
Financial and Budget Support, Bookkeeping, and Procurement: 35%
- Assist in budget preparation, monitoring, and reporting, including: tracking expenses, processing invoices, maintaining financial records and compliance, and preparing for audits.
- Utilize Quickbooks for management of transactions and reporting/book-keeping, including: processing receipts, classifying purchases, and generating 1099s for contractors.
- Track grant spending (federal and non-federal).
- Reconcile books monthly.
- Assist with monthly and annual financial reporting.
Liaison: 20%
- Liaise with PMDPʻs staffing subcontractor, IBSS, to onboard new staff, report and monitor hours, and other duties as needed.
- Liaise with PMDPʻs financial backend subcontractor, Poukihi Services to provide timely bookkeeping and financial reporting.
- Liaise with PMDP's CPA on 990 tax filings.
- Liaise with PMDPʻs social media coordinator as needed.
Records and Documentation: 10%
- Maintain accurate records, databases, and electronic files for easy access and retrieval, including equipment inventory and property tracking.
- Assist in drafting and editing correspondence, SOPs, policies, regulations, reports, and other documents as needed.
- Handle data management and maintain master copy filing.
- Ensure confidentiality and security of sensitive information.
Office Management: 10%
- Supervise and manage day-to-day office operations, including managing office supplies, emails, subscriptions, and merchandise.
- Oversee office safety protocols and ensure compliance with health and safety regulations.
- Implement efficient filing and organizational systems for easy retrieval of documents and information.
- Develop and improve internal processes for administrative and bookkeeping tasks.
- Ensure compliance with 501c3 non-profit requirements.
Donor Relations, Stakeholders Engagement, and Fundraising: 10%
- Provide exceptional customer service to external stakeholders, including donors, partners, and vendors.
- Handle inquiries and requests from the public and stakeholders in a professional and timely manner.
- Assist with written communications, newsletters, social medial, outreach, and fundraising opportunities.
- Process donor checks, send thank-you notes, and generate donation receipts.
- Maintain a donation log and assist in fundraising activities.
- Coordinate events, donor appreciation packages, and oversee cash donations.
Contracting: 5%
- Assist in development and management of various contracts and agreements.
- Conduct research on grant funding, marketing, and media opportunities.
Administrative Tasks and Coordination: 5%
- Schedule and coordinate internal and external meetings, events, and travel arrangements.
- Manage appointment schedules and calendars for senior leadership.
- Assist in setting up board meetings and board activities.
Team Support and Logistics: 5%
- Provide administrative support to different teams within the organization as needed.
- Assist in recruitment processes, including scheduling interviews, participating in the hiring process, and onboarding new employees.
- Coordinate training sessions and workshops for staff development.
- Assist in coordinating marine debris disposal and project logistics as needed.
- Handle scheduling, training research, and travel coordination.
Desired Qualifications:
- Proven experience in management and administrative roles, preferably within a non-profit organization.
- Experience with federal spending and procurement rules.
- Experience with non-profit financial reporting and tax filing.
- Proficient in using Quickbooks bookkeeping software.
- Proficient in using Salesforce.
- Proficient in using office software such as Microsoft Office, Google, and Adobe suites.
- Strong organizational and time-management skills with the ability to prioritize and multitask effectively.
- Excellent written and verbal communication skills.
- Ability to work collaboratively in a team environment and adapt to change.
- Knowledgeable and passionate about the organization's mission and conservation in Hawaii.
- Ability to interact intimately with the local community and contribute to the growth of the non-profit.
